Project Administrator-Service

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SUMMARY
Responsible for project documentation, materials, job costing, status monitoring, invoicing, and administrative closeout of each project. This position is required to closely interact with the Project Manager and assigned project staff to ensure the timely completion of each project.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following. Other functions may be assigned.

* Responsible for entering purchase orders and receipt purchase orders.
* Process service claims - concessions, Ship Product Defect (SPD), retrofit, and labor warranty.
* Communicates effectively with other team members concerning project management process.
* Assists with communication to customers regarding project status.
* Responsible for general administrative functions to support the Service fulfillment process.
* Records relevant correspondence and issues, relevant meetings minutes and other conversations.
* Coordinates with various COE staff for accurate and timely recording of project costs, including time sheets, daily reports, etc.
* Sets-up service agreements in system application based on transition documents
* Collects and inputs project cost data into system application.
* Validates and reconciles project costs data in system application to completed work order.
* Follow-up with customers to obtain missing Purchase Order #s
* Initiate invoicing process and coordinate format, layout, attachments, and mailing with Shared Financial Services.
* Reviews billing backlog and coordinates/communicates with Project Managers, HVAC Field Technicians, customers, and Trane claims as necessary to resolve obstacles.
* Process and coordinate internal Trane claims by evaluation and qualifying requests, collecting information and completing forms, responding to questions, and tracking progress.
* Responsible for generating, interpret, and print various assigned reports.
* Flexibility to work overtime/ weekends, as required.

SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.


Percentage of Travel:
Min. Yrs. Experience:3
Education Standard:Associates Degree
Education Type:

EDUCATION and/or EXPERIENCE
Two year associates degree in related field preferred; or three (3)to five (5) years of related experience and/ or training; or equivalent combination of education and experience. Working knowledge of office equipment and Microsoft Office products. Familiarity with the operation of Energy Management Systems, HVAC Systems and/or Temperature Controls preferred.




LANGUAGE SKILLS
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to operate computer keyboard and telephone and lift and/or move up to 10 pounds. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand and walk. Specific vision abiliti